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Office Manager

Primary Responsibilities

Under the supervision of the Preschool Director, the Office Manager will manage the reception of all visitors to the preschool, as well as be a conduit for information, and clerical support for the administration and preschool board.  The Office Manager will also provide support to the preschool accountant, order supplies and secure substitute teachers.  

Qualifications

  • A minimum of an Associate’s Degree in business or related field and/or at least 3 years’ experience with office management.
  • Current certifications in child CPR and first aid or completion of certification of both within 30 days after first day of employment. 
  • Must be able to effectively communicate a firm knowledge of First Presbyterian Preschool philosophy to others.
  • Must be enthusiastic, friendly, professional, organized, and reliable.
  • Must have good telephone manners, a neat appearance, and be able to work well with others.
  • Must be able to maintain confidentiality of sensitive information.
  • Must have good interpersonal skills and work collaboratively with FPP and church staff.
  • Proficiency with Excel, QuickBooks and/or comparable accounting software.
  • Ability to write correspondence. Must have strong written communication skills to draft FPP community-wide communications 
  • Ensure that bills and incoming payments are processed weekly.
  • Generate other statements as requested by the Preschool Director or board.
  • Must have a valid driver’s license with a clean driving record and a satisfactory criminal background check.  
  • Must have completed Stewards of Children “Darkness to Light” training.
  • Vaccinated for COVID-19

Job Segment Responsibilities

  • Provide secretarial administrative support by answering telephones, checking voice mail and email and responding if necessary, updating recorded telephone messages as needed, respond to or distribute mail daily, as well as typing, copying and other needed tasks.
  • Respond to inquiries and request for information in a timely manner.
  • Route inquiries and concerns to the appropriate person(s).
  • Maintain accurate school records and databases.  Complete and submit required reports and respond appropriately for requests of information from records and databases.
  • Order supplies for teachers and office.
  • Secure substitute teachers when teachers request a personal day or call in sick.
  • Manage sick room by assisting with notification to parents and securing a monitor for any child who need to be in the sick room until a guardian arrives to take them home.
  • Assist with carpool management.

Records to Maintain Include:

  • Teacher and substitute teacher attendance records, in coordination with the church’s Manager of Administration and Compliance.
  • Maintain and print School Directory for community
  • Maintain the operational ability of the school office by maintaining office equipment and first aid supplies, as well as ordering necessary school and office supplies.
  • Provide personable interaction with visitors, guests, and current parents by providing a pleasant atmosphere and accessible information.  
  • Post all relevant information in a neat and timely manner on the school doors and bulletin boards.
  • Greet visitors and direct them to the appropriate teacher.
  • Maintain current information on appropriate web pages FPP website.
  • Tidy lobby, halls, office, lost and found, and community rooms.
  • Provide operational and office support as time allows to assist faculty, staff and board.
  • Liaison with the church accountant and submit necessary information.
  • Maintain records of donations for the various giving campaigns and special events and assist with thank you notes.
  • Assist with collection / distribution of auction items
  • Collect tuition and other fees.
  • Communicate all relevant and appropriate information regarding general issues or concerns to the Preschool Director. (i.e. parent concerns, problems with fellow co-workers, etc.) and to other church staff as needed.
  • Perform other duties related to First Presbyterian Preschool as deemed necessary by the director or preschool board
  • In addition, the Office Manager will notify the Director in the event of absence, maintain a clean and professional appearance, attend staff meetings as needed and follow the policies found in the FPP employee handbook.  
  • Draft communications to the FPP-wide community (e.g., Circle Time, health protocols)
  • Manage paperwork for independent schools applications

Time Requirements

This position requires 5.5 working hours per day, 8:30 AM to 2:00 PM plus occasional extra family nights, staff events and staff meetings.

Effect

The effectiveness of this position will be measured through Director observations of job duties, communication, and a formal job competency evaluation.  

To Apply:

If interested please send a resume and cover letter to preschoolfirstpresbyterian@gmail.com.